Streamline Spending with Intuitive Expense Management Software
Simplify out-of-pocket expenses tracking and staff reimbursement for your finance team without switching between multiple systems. Leverage an all-in-one automation platform offering AP, purchasing and expense management. Enable your employees to scan receipts and submit expenses on the go.
Employee expenses software built for spending visibility
Employee Claim Submission
Your employees can snap receipts on the go using the Lightyear mobile app. They can create an expense report by adding the expenses and sending it for approval.
Automated Approvals
Once submitted by the employee, the expense claim will automatically enter the set approval workflow. Lightyear notifies the relevant approvers to action the submission.
Claim Processing
Your finance team will review the expense after approval for coding, etc., and then set it to “Scheduled Reimbursement”. This will also notify the employee of their due payments.
Export for Payment
After scheduling a claim for payment, your team can export it to the accounting software. During export, the system attaches the receipts to the expense report so the full report can be viewed within the accounting platform.
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FAQs
Do you charge a user license fee?
The Lightyear employee expense management app is available to all Lightyear users without an activation fee. There is no per-user fee. This allows your entire finance team – and other departments involved in purchasing and accounts payable – to use the platform without increasing costs.
How does pricing work for expense reports?
In line with our existing credit model, you can include an unlimited number of expense receipts within a single report. Whether your report has 10 receipts or 100, it’s a flat 3 credits per report.
Is Lightyear’s employee expense app secure?
Yes, the security of your financial data is our top priority. The expense feature uses industry-standard encryption protocols to protect your information. We also have strict access controls and regular security audits to ensure the safety of your data.
How does Lightyear’s employee expense software work alongside Lightyear AP & PO?
Lightyear’s employee expense feature is fully integrated with the accounts payable and PO modules, so all your financial workflows are managed within the same platform. This gives your team a complete, streamlined view of your financial processes without needing to switch between multiple systems.
Can I process an expense without a receipt?
Yes, this depends on the rules you set. You can choose to require a receipt for every expense or allow expenses to be submitted without one.
Do you have a mobile app for snapping pictures of the receipt?
Yes, your employees can use the Lightyear mobile app to snap and upload receipts for claim submissions.
Can submitters track the status of their expenses?
Yes, submitters receive real-time notifications at every key stage of the process. This includes when an expense is approved, declined, scheduled for reimbursement, and when the reimbursement has been completed.
Can I export multiple expense reports in bulk?
Yes. Lightyear allows you to export multiple expense reports in bulk to your accounting system.
Can I post expenses on a user’s behalf?
Yes, expenses can be submitted on behalf of another user.
Are company cards / credit cards included within this feature?
Not at this stage. The cloud expense management feature is built for staff reimbursement.
Is Mileage included within this feature?
Mileage tracking isn't currently supported by Lightyear. If mileage claims are submitted as part of an expense report, these can still be logged manually as a line item.
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